Acceptance Workshop (3) Horizon Programme
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Attendees:
Acceptance Workshop (3)
Renaissance Hotel, Heathrow - 9:30 — 16:30 on 2™ September 1999
ACTION Points
Expert: Peter Copping
POCL: Keith Baines, John Meagher, Ruth Holleran, Graham White (314), Jeremy Folkes, Min Burdett (minutes), Graeme Scedall (376), Calum Craig (376), Steve
Grayston (218) ‘ .
Pathway: ‘Tony Oppenheim, John Dicks, John Pope (376), Steve Muchow (298, 218), Dave Hollingsworth (298), Liam Foley (218), Martyn Bennet (391)
218 Training
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Lo2 Pathway will issue a full spec. of the new Pre-assessment Training event for POCL review. 27° Aug
Workshop 3 Update: Further action subsumed in action 218/8 below. Delete next time. 8" Sept
2. «(2 Pathway will issue a CCN for POCL agreement in response to a change request for RNM training. Meeting between Liam Foley I Isstte 31"
and Bruce MeNiven to discuss, Aug, meet
I" Sept
Workshop 3 Update: Further action subsumed in action 218/9 below. Delete next time.
3. 2 Pathway will issue a draft note on Monitoring Training Delivery for POCL review. 27" Aug,
Workshop 3 Update: Further action subsumed in action 218/8 below. Delete next time,
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4. 12 A working group will mect to progress: 1" Sept
© performance assessment
© how to encourage use of training mode (both POCL and Pathway should come prepared with improvement ideas)
the remaining 2 changes to the training courses - output to be a jointly agreed document.
Workshop 3 Update: Meeting took place as planned - Further actions see 218/8 below. Delete next time.
5. 12 Review progress above at this mecting. 6" Sept
Workshop 3 Update: Subsumed in action 218/8 below. Delcte next time,
6. 42 ‘Steve Grayston to arrange meeting within POCL (Bruce McNiven, Keith Baines, Ruth Holleran, Steve Grayston) to determine 2™ Sept
the success criteria for reducing this toa Medium and resolving. Report back to this mecting.
Workshop 3 Update: Meeting took place. Sec 218/7 below. Delete next time <<
7 12 Pathway proposed that severity is reduced from High to Medium. POCL to review for 2™ Sept why this should not happen. 2™ Sept
Workshop 3 Update: POCL presented draft success criteria. POCL to update draft with timescales to cnable assessment before I Early3 I 9" Sept
9" Sept. Also to include “no show stoppers” where the success criteria involve POCL reviews. Reconsider link with Al 408, Sept
8 13 ‘The working group will mect to progress: 8" Sept 9” Sept “
¢ formal feedback on Pre-Training Event paper
© feedback.on Monitoring Training Delivery paper
© progress rectification plan (see action 218/10 below)
© formalisation of process to deal with the 5% of trainees who do not reach the appropriate competence level ,
Feed back progress and issues to this group.
During the on-going work by POCL to review Pathway’s proposals/deliverables, POCL will raise immediately with
Pathway (Tony Oppenheim or Liam Folcy) serious issues which would impact the success criteria, and not wait for the . I
working group mecting. a
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9. «13 POCL (Brice McNiven) is writing to Pathway (Liam Foley) todayfcovering: 6" Sept 6” Sept
© endorsement of Pathway to start development of the Pre-Tra ning event i
the cost implications of the CCN for RNM training . 7
Liam Foley to reply to POCL (Bruce McNiven and cc to Ruth Holleran), Any issues to be raised at this meeting. 2 1
10. I 3 POCL (Steve Grayston) and Pathway (Liam Foley) to progress and agree the rectification plan. 6" Sept }
9 Sept
298 System Stability I
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Lo12 A joint POCL/Pathway working group has been established to review deficiencies. This group is agreeing: 2" Sept,
© metrics (current and retrospective monitoring) 6" Sept
¢ underlying cause 13" Sept
what fixes when (both introduced and in progress) and correlate these to the deficiencies
© results of the fixes. 5
‘The working group to report back to this group progress, outcome and issues.
Workshop 3 Update: progress satisfactory. See below for new actions arising
2 «412 POCL Gohn Meagher/Ruth Holleran) ‘and Pathway (Terry Austin) to agree achievement levels for cach deficiency. This will 6* Sept 6* Sept
establish the target levels for reducing this Acceptance Incident from High to Medium.
3. 12 Pathway will develop a policy document describing how they will minimise the risk of destablising the system in subsequent 9 Sept 13" Sept
releases. Policy document to be issued and discussed with POCL (Jeremy Folkes to arrange POCL participants) in advance of
discussions at this group.
4. 13 POCL (John Meagher) to produce mapping of Pathway to POCL classifications of the incidents. Agree this mapping with 6" Sept 6" Sept
Pathway. As part of 298/1 above, report back any issues.
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5. 13 ‘Additional stability issues have been noted by POCL (c.g. Tour glass appearing at unexpected times). POCL John Meagher) to As they
ensure that Pathway is kept up to date with new types of incidents as seen by POCL. : occur
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6. 13 To inform the 10® Sept meeting (deciding whether to Toll out to the next 158/178 outlets) we need the best view we can get of 6* Sept
the data and trends. The working group should provide an initial draft of a management summary report on 6" Sept and a further 9" Sept
report for 9",
AI 314 - Provision of Technical Documentation
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an Pathway provided new proposals (AI 314 - Third Party Procurements dated 23/08/99) at the workshop. It was agreed that POCL I 31" Aug 2" Sept
would review these proposals and provide review comments to Pathway by close-of play 31 August and that Pathway would
accordingly amend and re-issue the proposals in advance of the workshop planned for 2" September.
2. 43 Peter Copping to review version 0.2 of CS/SPE/007 “Development of Manual Describing Use of OPS, TMS and EPOSS APIS 6" Sept
within ICL Pathway” to decide whether it is sufficient s for judging the fitness for purpose of the document when made
available,
AI 369 - Scanner Reliability
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a The following were agreed: . 2" Sept
© Pathway would write up the results of the last 100-cover laboratory tests and submit a report to POCL, (Progress
Pathway and POCL would conduct data analysis to validate the DSS proposition that there has been a higher level of check)
impound rates on OBCS compared with ESNS yet, as they were all valid books, there must therefore be a higher rate of false
rejection (impounds) on OBCS than on ESNS. Pathway will conduct the data analysis and validation work for OBCS; POCL
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will conduct the work for ESNS.
© Pathway will set up field validation of actual rejects occurring in outlets, The validation tests will determine the cause of the
rejects as between scanner, user, paper, ink, damage, condition etc. This activity is expected to require a mobile laboratory
facility. .
© POCL will seek observation of the ficld validation tests by DSS observers.
© POCL will request the DSS to provide the covers off books rejected during field validation &/or historically rejected books to
Pathway for laboratory testing.
© POCL will check training course material for the adequacy of scanner user training and/or instructions.
© POCL will obtain the DSS’s buy-in to the above approach to the resolution of this Al. .
It was expected that Karen Rogers would co-ordinate this activity for POCL and that John Dicks would initially do so for
Pathway. "
2 73 POCL (Karen Rogers) to issue plan to Pathway . 37 Sept
3. 43 Pathway (Steve Muchow) and POCL (Karen Rogers) to develop an action plan for the “roving lab” to pick up reject books as 37 Sept
they occur. Target is for the lab to be in operation on 7 and/or 9" Sept. Pathway will attempt to provide bar-code evaluation
equipment as part of the lab. . , .
4. 13 POCL to escalate with DSS the necd to be involved in the activities (a) providing impounded books for further testing and (b) 3" Sept 6" Sept
observe the “roving lab” tests, Update this group with progress.
an EE} Pathway reported that about 90% of books not Scanned were from 4 or 5 offices. Pathway will undertake root cause analysis of 6" Sept
these offices.
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AI 372 - Systems Management
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Tr Yi Corrupted .dil files 2" Sept
Pathway explained that the root cause has not yet been established but it is thought that it may lie with the system software. (progress
Currently, there are daily checks being conducted, which would identify any re-occurrence of the problem and the proposition is check)
that these checks should continue until either the root cause is identified or else both parties are satisfied that the problem is not
re-occurring.
It was agreed that Pathway would prepare a resolution plan in the form of proposals containing criteria for deciding if and when
to discontinue the daily checks and focusing in particular on a further test of similar scale and nature to the LT2 release.
6" Sept
Workshop 3 Update. Pathway to check that expostire is only to wall files and that no other executables are distributed, (progress
check)
2 [I ATE failure 2" Sept
Pathway explained that this was a separate problem, attributable to handling of long error messages, and that the fault had been (progress
fixed, check)
It was agreed that Pathway would provide details of the testing involved, e.g. the PinICL. number and work number within OTT.
6* Sept
Workshop 3 Update. Pathway to confirm that the software distribution to test this would be part of the same event as that (progress
a described in 372/1 above. check)
3. 13 Pathway to document the resolution proposal as an Al Analysis form. 9* Sept.
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376 Data Integrity
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2 POCL needs to be confident of the root cause analysis and fixes, both applied and planned to be applied. Working Group of 26" 2” Sept I
POCL (Graeme Seedall, Martin Box, Calum Craig) and Pathway (John Pope) to review “TIP Incident Status Report”. Report August to
progress and issues back to Workshop. Sept
Workshop 3 Update: Meeting took place. Reviewed TIP incidents up to 909. 866 889 and 905 only in outline, See new
4 actions below. Action closed - delete next time,
2. (2 Pathway needs to make clear the OBC procedures and practice that will be in place, both up to CSR+ and after CSR+, for: 2" Sept — [-9™ or 13"
changing the status of core products to non-core Sept
© decreasing the availability of non-core products.
‘This to be documented by Pathway (referring to existing documents where appropriate) and reviewed by Working Group (see 1).
There will be a test of the agreed (interim) procedures by releasing currently suppressed changes through a managed programme.
‘This test to be planned by 2” Sept and progressed sufficiently to assure the procedures by 9" or 13" Workshop. Flag up on 2™
Sept Workshop if problems with progress. ®
Workshop 3 Update: Review took place, Plan for test not progressed, See new action 376/10 below.
3.42 Pathway propose to introduce a fix to ensure That the Cash Account does not lose transactions (PinICL 27748 refers). As part of I 26" 2™ Sept
1 above, review fix and confirm acceptability of fix to this group. August to
1" Sept
Workshop 3 Update: New analysis emerging. Carry forward to 6" Sept 6" Sept
4, (2 Tohn-Popo-to-confirm-to-this-group-thathe-fix-roforred-to-in-3-2-above-has-boon-implomonted- Draft note: was this to be deleted? 13® Sept
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5. 42 Pathway are proposing a 3-level data integrity check to be implemented in December, This needs to be documented as a high 6™ Sept.
ig, Graeme Scedall, Martin Box and Jeremy Folkes) to be
level design including failure state analysis. POCL (Calum Ci
nd issues to this group.
involved in interactive walkthroughs during the development of the design. Report progress
6. [2 POCL’s position is that roll-out should not commence until data integrity can be assured, Ruth Holleran to consider with the I 6* Sept
Auditors, and report back to this group, whether the current Pathway checks plus, possibly, continuing POCL checks, would be
adequate until Pathway’s full data integrity checks are in place.
Workshop 3 Update: Duc to possible dependency of this action on 376/5 above, and 376/7. below, this action may have to be 9” Sept
revisited on 9% Sept.
7 12 Pathway to review whether there are any interim Checks which can be undertaken on the cash account stream ~ report back to 6" Sept
this group.
8 12 Pathway to prepare rectification plan and present to this group. 6" Sept
9. 13 Tt was agrecd that the working group “Should continue to meet to monitor and review TIP incidents. Next mecting to have on 37 Sept 6" Sept 7
agenda and feed back to this group: 2
any further progress on existing incidents (including PinICL 27748 - sce 37616, above)
new incidents raised since last group meeting
© commission the production of a management summary of incidents highlighting:
© summary of incidents by type of occurrence
co when related fix(es) introduced
© rate of occurrence before and after fix
o new incident types
(Drafting note: not discussed at workshop, but isn’t reporting of this one of the key inputs for 10" Sept meeting, and therefore
we should have a target of 9 for the management summary of incidents?)
10. I 3 As part of the working group activity, POCL has reviewed the procedures (some ‘of them interim) which will be in place to ‘9* Sept
manage OBC change up to CSR+. POCL to determine the acceptability of proceeding with this interim solution. Any issues to
be discussed with Pathway before the 9" Sept review by this group.
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378 Incomplete Cash Account Records
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1 42 POCL would like to understand how the “Non-Stock” records were lost from the TIP file. John Pope to explain to Martin Box. G*Sept +
Report back any issues to this group.
2°42 POCL would like to understand how Pathway have undertaken their design Tevel review to analyse and defend against POCL’s 6" Sept
general exposure to faults occurring due to multiple user key/touch screen entries during the cash account process. Pathway to
arrange, Jeremy Folkes to arrange suitable POCL participants. Report back any issues to this group.
Workshop 3 Update: NB highlighted addition to action point. ‘The action is focused on the cash account process, but should
take into account possible exposures elsewhere
3. 12 Tt was agreed that a new AI would not be Taised (this supersedes decision made at previous Acceptance Workshop).
Delete next time
AI 391 - Physical Sccurity at Bootle and Wigan .
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a ‘The workshop discussed the observations made following the visit to the data centres leading to the raising of the Al. POCL’s 2" Sept
requirements were expressed and various solutions, some of which had been implemented or were planned to be implemented, 13" Sept
were discussed. It was agrecd that Pathway would produce a new status report in the form of an Acceptance Incident Analysis. It
was expected that this report would be issued at or before the workshop planned for 2“ September. The report will also confirm
or otherwise the site visit planned for some time during week beginning 6” September. It is expected that this incident should
4 then be discussed in full at the workshop on 13" September
Workshop 3 Update. Report given to this workshop. All items on rectification plan agreed except those with actions below.
Delete next time.
Zz “12. 13 Pathway will obtain and review A&L procedures for vehicle access at Bootle. POCL to be involved in review. Pathway will Circa 8
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propose and gain approval to any changes noted in the review. Review to be done in time for action 391/3 by end of 10" Sept Sept . 9
should that beer required. . GUSat?
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3. 13 POCL to participate in site visit to check deployment of security procedures at Bootle if deemed necessary. 10" Sept :
.408 HSH Performance
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12 Pathway have sent the HSH scripts to POCL for Teview. POCL will do an early check and feed back to Pathway any scripts 27* Aug
which would be “dangerous” to introduce into live operation. (Adele Henderson), .
Woldaoe? ddete + AW bur Were cuned ckengaichs - Acton rplaie , Arter noel ho .
2°42 ‘A POCL/Pathway workshop will be held to walk through POCL’s comments on the scripts. Adele Henderson to arrange. If 2" Sept
possible POCL will send comments to Pathway in advance of workshop.
3. 12 Pathway will arrange a workshop ‘aimed at giving POCL confidence in Their resourcing model and to confirm their analysis that a I Some time 9" Sept
level 3 expert domain for cash accounting is required. Report back outcome and issues to this group. 6* to 8
Sept i
4, I2 Pathway are having difficulty with Tecrultment due to POCL’s 6 week security vetting period for candidates, Pathway wish to Ys ;
recruit at their own risk in parallel with the security check and will ensure proper supervision on POCL sensitive areas. Dave August t
McLaughlin to check whether this proposal is acceptable to POCL. . {
Workshop 3 Update: POCL’s normal security vetting period is 5 days. ‘This is not an issue. Delete next time. t
5. 42 POCL (Dave McLaughlin) to review Whether the up to 6 week security check can be shortened. 2™ Sept
Workshop 3 Update: POCL’s normal security vetting period is 5 days. This is not an issue. Delete next time
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6. {2 Pathway to produce a rectification plan for presenting to this group. This plan to include date for when target SLAs will be met. ‘9 Sept I
7. 2 Pathway to produce outline proposal on Service Levels for the cash accounting expert domain, 9* Sept !
Agreed Category B And Other Incidents i
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ae Of the nine Agreed Category B Faults, there are ‘Six with agreed resolution plans. It was agreed that ICL Pathway would submit I 31" Aug 6" Sept }
an Acceptance Incident Analysis Form to cover the agreed resolution plan for cach of the six Acceptance Incidents for POCL's to 5" Sept y
agreement. (The six incidents are 342, 361, 371, 211, 390 and 395.) I
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Workshop 3 Update: 342, 371, 390 and 395 Analysis forms received. POCL note the request for closure on 371 and 395. :
Pathway will try to get 211 and 361 in time for POCL ATM review.
2. 3 Pathway (John Dicks) and POCL Goff Austin) to arrange a review of all remaining Low Severity incidents to resolve any 21" Sept
Low/None differences of opinion and to determine the plan for closure, i uf
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The meeting summarised the intended topics for the next Workshop giving guideline times for some topics.
6" Yeptember Workshop (Gavrelle House, 10:30 am )
ecereeeeee
376 (with 378 to be first on agenda after minutes, John Pope to attend)
378
218 status check
agreed category Bs - status check
lunch (in POCL canteen - not sandwiches)
298 update on progress (starting, after lunch at 1:30 - Dave Hollingsworth to attend)
372 (Dave Hollingsworth to attend)
408 update on scripts together with new incident 412 (starting about 2:15 Steve Muchow to attend)
314, 369 updates
Overall timetable first draft (starting 3:30 Mike Coombes and Andrew Simpkins to attend)
9" September Workshop (Gavrelle House)
298 to be as late on agenda as possible
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